Club Structure and Duties of Officers
[Pages:4]Club
Leadership
Structure
and
Duties
of
Executive
Officers
The
club's
leadership
structure,
ordinarily
set
out
in
its
bylaws,
is
largely
a
matter
of
custom,
preference,
and
practicality.
The
critical
leadership
positions
are
the
President,
Vice
President,
Secretary,
and
Treasurer.
The
club's
officers
and
various
event
and
committee
chairs
usually
comprise
the
Board
of
Directors,
which
establishes
policy
and
provides
overall
direction
for
all
club
activities.
Most
clubs
also
find
it
convenient
to
appoint
an
executive
committee
comprised
of
the
four
main
officers
plus
any
other
"key"
officers
or
directors.
The
executive
committee
often
performs
a
long--range
planning
role
and
acts
for
the
board
of
directors
or
the
entire
club
between
meetings.
In
general,
the
president
and
vice
president
of
a
club
work
with
the
executive
committee
and
board
of
directors
to
determine
plans
and
policies
for
Dartmouth
regional
activity.
Listed
below
are
the
most
common
officers
found
in
Dartmouth
alumni
clubs
and
their
specific
duties.
Some
clubs
may
have
additional
officer
roles
which
are
defined
within
their
own
by--laws.
PRIMARY
OFFICERS
President
The
president
of
a
Dartmouth
club
holds
a
position
of
responsibility
in
Dartmouth
affairs.
The
president
must
be
an
enthusiast
and
an
optimist
on
Dartmouth
matters
and
life
in
general,
and
must
be
dedicated
and
determined
to
plan
and
carry
through
an
ambitious
program
of
regular
Dartmouth
activity.
? Provides
leadership
and
direction
to
the
club
organization;
? Understands
and
adheres
to
the
Dartmouth
Club
Operating
Guidelines;
? Presides
at
meetings
of
the
club
and
oversees
the
activities
of
the
executive
committee
and
board
of
directors;
? Coordinates
club
activities
through
the
executive
committee
and
board
of
directors;
? Establishes
short--
and
long--range
objectives
and
goals
in
conjunction
with
the
board
of
directors;
? Structures
the
organization
to
ensure
continuity
of
leadership
by
providing
opportunities
for
new
leaders
to
develop
and
to
be
mentored;
? Represents
Dartmouth
and
its
alumni
in
the
region
by
planning
programs
and
publicity
campaigns
that
support
the
College
and
build
pride
among
alumni;
? Involves
Dartmouth
constituents
in
the
region
by
planning
activities
that
appeal
to
a
wide
spectrum
of
interests;
? Has
overall
financial
responsibility
for
the
club;
? Approves
all
club
communications;
? Maintains
regular
contact
with
the
Communities
Team
in
Alumni
Relations
on
club
activities;
? Ensures
the
completion
of
the
club
annual
report
each
year
and
submits
it
to
Dartmouth
by
the
stated
deadline.
Vice
President
The
vice
president
of
a
Dartmouth
club
plays
a
very
important
role
in
the
life
of
the
club.
Typically,
the
vice
president
will
succeed
the
current
president
therefore
must
be
fully
engaged
in
all
aspects
of
club
activities.
? Presides
at
meetings
in
the
absence
of
the
president;
? Plans,
coordinates,
and
recruits
committees
to
manage
a
series
of
meetings
and
programs;
? Coordinates
programs
with
the
president
and
the
executive
committee
and
board
of
directors;
? Provides
data
on
previous
club
events
to
allow
the
event
chair
to
benefit
from
past
experience
and
suggestions
for
improvement;
? Provides
timely
and
interesting
advance
information
for
newsletters,
social
media,
and
mailings;
? Provides
or
coordinates
information
on
forthcoming
events
to
the
secretary
for
inclusion
in
meeting
notices
or
newsletters;
? Ensures
strong
leadership
succession
by
identifying
and
recruiting
new
club
volunteers;
? Provides
mentorship
to
new
officers
Secretary
? ? ? ? ?
? ?
? ? ?
Handles
the
correspondence
of
the
club
and
keeps
records
of
it;
Maintains
official
records
of
meetings;
Informs
officers
of
deadlines
for
reports,
mailings,
future
commitments;
Coordinates
mailing
of
notices/newsletters
to
area
alumni;
Maintains
a
roster
of
officers
and
other
board
members
with
current
address,
including
email,
and
telephone
information;
Distributes
this
roster
to
board
members,
the
Alumni
Councilor,
and
the
Communities
Team;
Informs
the
Office
of
Alumni
Relations
of
plans
and
activities
by
forwarding
copies
of
all
mailings
and
special
reports;
Advises
the
Office
of
Alumni
Relations
of
address
changes
of
local
alumni
if
received;
Encourages
alumni
to
update
their
personal
information
on
the
online
alumni
directory;
Maintains
complete
and
up--to--date
copies
of
the
club's
bylaws
and
other
organizational
documents
Treasurer
? ? ?
? ? ? ?
? ? ?
?
Oversees
club
finances,
collects
dues,
and
receives
other
monies,
e.g.
proceeds
from
tickets;
Follows
best
financial
practices
as
determined
by
the
Communities
Team;
Completes
and
submits
the
annual
financial
report
to
the
Communities
Team
each
year
by
the
stated
deadline;
Assists
the
president
and
other
officers
in
preparing
program
budgets
and
financial
controls;
Maintains
and
supervises
club
bank
accounts;
Ensures
that
there
is
more
than
one
signatory
on
all
bank
accounts;
Files
IRS
Form
990
(for
organizations
exempt
from
income
tax)
as
necessary,
and
appropriate
state
forms
to
comply
with
fundraising
statutes;
Sends
copies
of
completed
tax
forms
to
the
Communities
Team;
Ensures
that
adequate
budget
and
financial
controls
are
maintained;
Prepares
and
submits
financial
statements
to
the
president
and
the
executive
committee
and
board
of
directors
on
a
regular
basis,
i.e.
all
board
meetings
or
at
minimum
quarterly;
Pays
all
club
bills
on
time.
Events
Chair
?
? ? ?
? ?
Collaborates
with
other
members
of
the
executive
committee
and
board
of
directors
to
create
and
execute
exciting,
interesting
events
for
the
club
constituency;
Ensures
the
fiscal
viability
of
all
events;
Maintains
a
list
of
events
and
statistics
throughout
the
year
in
the
online
club
annual
report
form;
Submits
attendance
list
to
the
Communities
Team
for
any
event
featuring
a
Dartmouth
College
speaker,
including
faculty,
coaches
and
senior
administrators;
Works
closely
with
club
secretary,
communications
chair
and
webmaster
to
promote
upcoming
events;
Alerts
Communities
Team
of
upcoming
events
with
details
so
the
event
may
be
placed
on
the
College's
"What's
Happening"
central
calendar;
Communications
Chair
? Publicizes
club
activities
through
email,
social
media
and
the
club
website
? Works
closely
with
the
Secretary
to
maintain
records
of
correspondence
Webmaster
? ? ?
?
Finds
ways
to
use
technology
to
improve
organization's
operations
(e.g.,
communications
and
outreach);
Develops
and
maintains
club
website
and
social
media
sites;
Uses
and
informs
other
regional
officers
about
technological
resources
available
through
the
Office
of
Alumni
Relations;
Liaises
with
the
communications
chair
and
club
secretary;
Executive
committee
and
board
of
directors
? Concerned
primarily
with
policymaking,
long--range
planning,
and
coordination
with
other
alumni
activities;
? Consists
of
the
following
officers
with
additional
roles
as
defined
by
the
club
bylaws
and/or
constitution:
president,
vice
president,
treasurer
and
secretary;
? Serves
the
function
of
the
Board
of
Directors
in
many
clubs;
? Includes
members
with
a
variety
of
club
and
alumni
experience;
? Meets
at
least
twice
a
year
or
more
if
the
size
and
location
of
the
club
so
suggest;
? Plans
a
program
of
events
and
activities
throughout
the
year;
? Should
actively
participate
in
all
club
affairs.
OTHER
ROLES
District
Enrollment
Director
A
District
Enrollment
Director
(DED)
is
responsible
for
enrollment
and
interviewing
of
prospective
students
within
a
particular
district
of
the
country.
For
enrollment
and
interviewing
purposes,
the
country
is
divided
into
regions,
each
of
which
is
subdivided
into
districts
as
appropriate.
Some
districts
include
an
entire
state;
others
include
no
more
than
one
county
of
a
populous
state.
Each
district
and
region
is
the
responsibility
of
a
specific
admissions
officer.
DEDs
are
appointed
by
the
regional
admissions
officer
of
the
College,
after
consultation
with
the
local
club
president.
In
addition,
in
each
district,
there
can
be
local
interviewing
chairpersons
or
"team
captains,"
appointed
by
the
DED.
Applicants
are
referred
to
team
captains
by
the
College
through
the
DED.
The
team
captains
then
organize
the
interviewing
of
applicants
for
admission
to
the
College.
If
possible,
the
team
captains
also
attend
high
school
college
fairs
when
admissions
officers
are
not
able
to
attend.
The
enrollment
and
interviewing
organization
in
each
district
varies
with
its
size,
location,
and
number
of
alumni.
The
strongest
enrollment
areas,
however,
are
those
in
which
there
is
a
strong
Dartmouth
club.
Some
logical
ways
in
which
clubs
and
enrollment
workers
can
coordinate
efforts
are:
to
sponsor
events
that
encourage
applications
to
Dartmouth
by
local
candidates;
to
outline
plans
for
the
enrollment
year;
to
assign
enrollment
workers
to
work
with
individual
schools
as
school
representatives;
to
present
Book
Awards
in
local
schools;
to
conduct
gatherings
for
accepted
candidates
in
the
spring;
and
to
arrange
visits
by
College
admissions
officers
with
school
counselors,
candidates,
parents,
undergraduates,
and
potential
applicants.
Enrollment
work
is
an
excellent
way
for
DEDs
to
get
younger
alumni
involved
in
local
Dartmouth
activities.
Younger
alumni
have
current
information
to
share
with
applicants
and
they
are
usually
interested
in
helping
to
find
the
"best"
students
in
a
local
area.
This
initial
involvement
gives
younger
alumni
an
opportunity
to
meet
other
alumni,
to
learn
more
about
local
club
activities,
and
to
grow
into
other
positions
as
they
gain
more
experience.
Parents
Chair
Parents
of
undergraduates
can
become
an
enthusiastic
core
of
club
members
and
should
be
encouraged
to
do
so.
Through
direct
personal
contact,
parents
should
be
made
to
feel
that
they
are
an
integral
part
of
the
club.
The
Parents
Chair,
a
non--alumnus
(if
possible)
parent
of
an
undergraduate,
serves
as
liaison
by
encouraging
the
participation
of
parents
in
all
club
activities.
If
enrollment
within
a
club
area
is
sufficiently
high,
the
Parents
Chair
should
appoint
a
committee
consisting
of
one
or
more
parents
representing
each
of
the
four
undergraduate
classes.
In
addition,
the
Parents
Chair
should
plan
at
least
one
or
two
activities
specifically
geared
to
parents.
Scholarship
Fund
Chair
One
important
way
in
which
a
club
can
bring
the
energies
and
enthusiasm
of
its
membership
to
bear
on
a
vital
need
of
the
College
is
through
the
sponsorship
of
a
club
scholarship
fund.
Under
such
a
program,
the
club
undertakes
to
raise
sufficient
principal
to
provide
an
annual
scholarship
to
a
deserving
student
from
the
club
area.
Over
fifty
clubs
now
sponsor
scholarship
funds
that
boast
a
combined
endowment
of
over
twenty--one
million
dollars.
The
funds
are
held
by
the
College
and
combined
with
the
other
College
endowment
funds
from
which
they
receive
a
pro--rata
share
of
income
each
fiscal
year.
To
administer
such
a
program,
the
club
should
appoint
a
Scholarship
Fund
Chair.
Fundraising
activities
on
behalf
of
the
club
scholarship
are
managed
by
the
club
executive
committee
and
board
of
directors
and
should
be
coordinated
through
the
Communities
Team.
Although
several
methods
of
raising
funds
are
available
to
clubs,
one
of
the
most
successful
is
a
simple
donation
line
on
the
club
annual
dues
form.
In
addition,
some
clubs
hold
special
fundraising
events.
Clubs
wishing
to
establish
new
scholarship
programs
or
revitalize
existing
ones
are
urged
to
contact
the
Director
of
Stewardship
at
Dartmouth
for
assistance
and
advice.
Young
Alumni
Chair
Attracting
and
holding
the
interest
of
young
alumni,
those
ten
or
fewer
years
since
graduation,
has
become
increasingly
important
and
challenging,
as
clubs
seek
a
smooth
transition
to
younger
leadership.
A
Young
Alumni
Chair,
with
fresh
ideas
and
boundless
enthusiasm,
is
a
smart
addition
to
the
executive
committee
and
board
of
directors
of
every
club,
if
only
to
convey
to
all
younger
alumni
that
their
interests
are
being
recognized
and
their
contributions
welcomed.
Mixers
and
house
parties,
hiking
and
biking
trips,
community
service
programs,
overnight
trips,
class
mini--reunions,
or
even
youth--oriented
seminar
topics
and
speakers
are
examples
of
how
a
club
might
reach
out
to
the
more
recent
classes.
The
Young
Alumni
Chair
will
certainly
try
to
enlist
helpers
and
event
committees,
bringing
in
ever
more
numbers
of
young
alums.
The
most
attractive
activity
to
many
young
alumni
is
enrollment
and
admissions
work,
since
their
knowledge
about
the
current
Dartmouth
is
freshest
and
it
is
usually
much
easier
for
applicants
to
speak
with
young
alumni.
Hence,
the
Young
Alumni
Chair
and
District
Enrollment
Directors
(DEDs)
might
work
together
to
bring
young
alumni
to
the
club
through
the
Admissions
door.
Teaming
of
an
experienced
interviewer
with
a
recent
graduate
is
an
ideal
combination.
In
addition,
the
Young
Alumni
Chair
works
closely
with
the
Assistant
Director
for
Young
Alumni
in
Alumni
Relations,
who
can
provide
assistance
in
organizing
events.
Student
Liaison
Officer
As
a
member
of
the
executive
committee
and
board
of
directors
of
a
local
club,
an
undergraduate
can
play
a
variety
of
roles.
An
SLO
can
serve
as
an
on--campus
host
for
prospective
applicants
from
their
geographic
area
and
coordinate
high
school
visitations
with
the
District
Enrollment
Director.
In
addition,
they
can
be
called
on
to
speak
at
club
meetings
during
vacations
and
to
write
columns
on
student
life
for
the
club
newsletter.
SLOs
are
appointed
by
the
executive
committee
and
board
of
directors,
usually
upon
recommendation
by
the
DED,
and
serve
from
three
to
four
years
(i.e.
through
the
date
of
graduation).
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